Purchasing – A/P
© 2011 Pearson Education, Inc. publishing as Prentice Hall 2-1
Overview of Purchasing Documents
and Accounts Payable
The flowchart in Figure below presents the “big picture”
of how SAP Business One purchasing documents relate
to each other.
The purchase order (PO) is the document you provide to the vendor specifying the items
or services you want to purchase, including agreed-to quantities and prices.
The goods receipt PO is the document that denotes the delivery of goods from a vendor
to a company. It is used to update the inventory quantities and values.
The A/P invoice is the document into which accounts payable enters the vendor’s invoice
information and sets up the payment.
© 2011 Pearson Education, Inc. publishing as Prentice Hall 2-2
Common Document Structure
Each document in SAP Business One has similar header and footer fields and three tabs for
Contents, Logistics, and Accounting, as shown in Figure 5-2.
Header fields appear in every window of a sales document. You enter customer data and delivery
dates here, unless you are building one document from another (as described near the end of this
chapter).
Footer fields appear in every window of a sales document and contain the calculated totals for the
sale, including discounts (if any), freight costs, and tax.
© 2011 Pearson Education, Inc. publishing as Prentice Hall 2-3
The flowchart in Figure below presents the “big picture” of how SAP
Business One purchasing documents relate to each other, including all of
the optional steps, which are discussed in the next section.
• The A/P reserve invoice is similar to a PO but it includes a request for payment. It is used when the vendor bills you
before delivering an item or service.
• The goods return document is used to reverse a goods receipt PO after it has been posted. It is used whenever part
or all of the goods received are returned to the vendor.
• The landed costs document is used when additional costs are involved in the purchase of items, usually from abroad,
such as tariffs, brokers’ fees, and so on.
• An A/P credit memo is used to reverse the A/P invoice—partially or in its entirety—after it has been posted. It credits
the company for the goods returned to the vendor.
• The A/P Down Payment Invoice is used in a prepayment scenario. The amount is recorded to a predefined asset
account, and moved to the expenses or the inventory account once the down payment is applied to a standard A/P
invoice. This document does not affect inventory.
© 2011 Pearson Education, Inc. publishing as Prentice Hall 2-4
Note: Depending on the complexities and requirements
of a business, the use of some marketing documents
may be omitted such as creating a Purchase Quotation,
Purchase Oder, Sales Opportunities, Sales Order,
etc..But invoices are required marketing documents and
therefore should never be omitted.
This Material will start the Purchasing Process from the
creation of a Purchase Order.
© 2011 Pearson Education, Inc. publishing as Prentice Hall 2-5
Building One Document from Another
Purchasing documents build on each other. Often, a
quotation becomes a purchase order that forms the
basis for a Good Receipts P.O. and finally an A/R
invoice.
You can quickly copy a document to the next document
in the sequence using the Copy To button.
The original document is called a base document; the
document you create from it is called a target
document.
Building one document from another saves time and
effort.
© 2011 Pearson Education, Inc. publishing as Prentice Hall 2-6
Two options to create a follow-up document:
Copy to/ Copy from
Copy to Copy from
Open saved document to Enter business partner in a new
copy document
Choose one or multiple
All items copied to new
documents from a list
document
Draw document wizard allows
No options available on you to:
how items are copied
customize rows and quantities
However, you can delete copied
items and adjust select the exchange rate to
quantities after copying use
2-7
© 2011 Pearson Education, Inc. publishing as Prentice Hall 2-8
© 2011 Pearson Education, Inc. publishing as Prentice Hall 2-9
